Project Administrator

Role: Project Administrator
Rate: $45 per hour
Commitment: PT Fixed Term Contract (16h weekly – 3-4 hours a day)
Length: 3 months with opportunity to renew
Location: Hybrid / remote

AI do’s and don’t’s: We do not use LLM’s or Generative AI in our work, and wherever possible choose software that allows us to disengage or turn these features off. You will need to be comfortable with completing tasks using traditional methods. We do utilise technology to allow us to work flexibly and remotely, so computer literacy is a requirement of the role.

Te Kaupapa:

Tāhono Trust (formerly Inclusive Aotearoa Collective) is an organisation working to connect and empower communities across Aotearoa me Te Waipounamu.

We support and deliver social cohesion efforts across the country through facilitation, education, connection, administration, partnerships, and our Belonging Conversations research project.
Our work is centred on honouring and upholding Te Tiriti o Waitangi, which is essential in forging an authentically inclusive future for our country.

Te Taiao:

Our vision is of an Aotearoa me Te Waipouamu where everyone has a place to belong, leaving discrimination, racism, and prejudice in the past. It is a vision where everybody’s mana is recognised and respected, regardless of one’s background. It is a vision of upholding Te Tiriti, recognising tino rangatiratanga and supporting the rights and tikanga of tangata whenua.

Our mission is to build a social movement of people, organisations, and communities nationwide to achieve this vision.

Our values:

1. Support others to grow and thrive: we work together with others and place community aspirations for their futures front and centre.
2. Support Tino rangatiratanga: we work in ways that support Tino rangatiratanga and Māori self-determination, and normalise Te Reo Māori and tikanga Māori.
3. Act with integrity: we do the right thing, we deliver on our promises. We are open about our decisions and actions, and own them. We learn from our mistakes with curiosity and humility.

What you can expect from us:

• We make decisions by consensus, while prioritising lived experience
• We flatten hierarchy or are clear on its parametres where kawanatanga requires it
• We ask who traditionally holds power, and who traditionally gets silenced when navigating decisions and allocating resource
• We are committed to digital data sovereignty and do not engage with LLM or Generative A.I where ever possible
• We don’t go into spaces alone (there will be a tangata whenua and a tauiwi voice with rare exceptions when culturally appropriate)
• We support each others learning journeys
• We prioritise family over mahi
• We communicate often, and are committed to communicating well
• We respond to the needs of our kaimahi and their communities
• We protect each others mana, and the mana of the stories we hold
• We encourage adaptive and accessible ways of working
• We pay people for their time and don’t expect them to volunteer their expertise
• We prioritise doing the mahi well and sustainably
• We consider it good to be a moving target and continuously ask what we can do better
• We are careful with our capacity to avoid over commitment
• We know we will make mistakes and are committed to owning them with humility

The Opportunity:

We are looking for an experienced project administrator to provide steady, reliable support across several streams of work. This role is about helping ideas and commitments move from discussion to completion: keeping track of details, following tasks through, and ensuring nothing falls through the gaps. Our work is highly relational and often collaborative, so this role is also about creating administrative accessibility for the team by keeping information organised, captured, and easy to act on.

You might be someone who finds satisfaction in completing the final details of a task, loves a good list, and enjoys turning notes and conversations into clear next steps. You are comfortable using a range of coordination, scheduling, and collaborative software, and are confident managing calendars, meetings, and documentation. Strong note-taking and attention to detail will be essential -- capturing what happens in conversations and turning those details into tasks, reminders, and follow-ups that support the whole team.

While our organisation has a flexible working environment, we are looking for this person to anchor our working week. We would like the hours of work to be consistent week on week (e.g. Mon/Tues afternoons, Weds/Thurs mornings), and we will scope these hours with the successful applicant based on their needs, commitments, in balance with the needs of the project.

The role is part time, and is an independent contractor role based on an hourly rate assuming 16 hours per week at $45 per hour (+GST if applicable). The contract has an anticipated start date of mid April. 

This role will include:

• Financial data entry
• Travel booking
• Emails and calls
• Notetaking and assigning tasks
• Board agenda + correspondence
• Calendars, scheduling events and meetings
• All software management
• Password management
• Archiving files and images
• Admin work required for constellations
• Creating Google forms, polls, registration pages
• Zoom management

This role could include:

• Event planning/management
• Assisting with report writing
• Drafting copywriting
• Participating in a constellation action group
• Software implementation
• Maintaining relationships and bodies of work with partner organisations and groups  

The other tasks we’re recruiting for:  

• Funding applications
• Process developement
• Project lead mahi
• Securing opportunities for team members or board members to speak at conferences, participate in panels, and appear on media platforms
• Accountability reports
• Funding applications
• Developing submissions
• Coordinating audio/visual content like podcasts and short videos for different projects

We encourage you to let your CV speak to your work experience, and share with us in your cover letter why the work of belonging and inclusion is important to you.